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Contract Management

The Contract Management system allows you to create professional dive contracts with automatic pricing calculations and PDF generation.

Overview

Contracts are the foundation of your dive business operations. This system handles: - Group booking management - Hotel and dive package pricing - Automatic commission calculations - Professional document generation

Creating a New Contract

Step 1: Access Contract Creation

  1. Navigate to Contracts from the main dashboard
  2. Click "Create New Contract"
  3. Select the contract template (Standard or Custom)

Step 2: Customer Information

Enter the primary customer details: - Customer Name - Primary contact person - Email Address - For contract delivery - Phone Number - Contact information - Group Size - Number of divers - Arrival Date - Check-in date - Departure Date - Check-out date

Step 3: Hotel Selection

  1. Choose Hotel - Select from configured hotels
  2. Room Configuration - Specify room types and quantities
  3. Stay Duration - Verify dates match customer booking
  4. Special Requests - Add any customer notes

Step 4: Dive Package Configuration

  1. Select Dive Package - Choose from available packages
  2. Number of Dives - Specify total dives per person
  3. Dive Sites - Preferred locations (if any)
  4. Equipment Rental - Add gear if needed
  5. Special Services - Private guides, photo/video, etc.

Step 5: Pricing Review

The system automatically calculates: - Room Rates - Based on hotel configuration - Dive Package Pricing - Per person rates - Equipment Fees - Rental charges - Commission - Agent commissions (if applicable) - Total Amount - Final contract value

Step 6: Generate Contract

  1. Review All Details - Verify accuracy
  2. Add Special Terms - Custom conditions if needed
  3. Generate PDF - Create professional document
  4. Send to Customer - Email or download for signature

Managing Existing Contracts

View Contract List

  • Status Filter - Draft, Sent, Signed, Completed
  • Date Range - Filter by booking dates
  • Search - Find by customer name or contract ID

Contract Actions

  • Edit - Modify draft contracts
  • Duplicate - Create similar contracts quickly
  • Send Reminder - Follow up on unsigned contracts
  • Convert to Booking - Activate signed contracts

Pricing Configuration

Hotel Management

Navigate to Hotels to configure: - Room Types - Single, Double, Suite, etc. - Seasonal Rates - High/Low season pricing - Policies - Cancellation rules, deposit requirements - FOC Rules - Free of Charge calculations

Dive Package Setup

In Dive Packages, configure: - Package Types - 2-tank, 3-tank, night dives - Pricing Tiers - Group size discounts - Inclusions - What's included in each package - Restrictions - Certification requirements, etc.

Commission System

Automatic Calculations

  • Agent Commissions - Percentage-based on total
  • FOC Logic - 7+1 diver rule automatically applied
  • Tiered Rates - Different rates for different booking types
  • Reporting - Track commission payments

Commission Rules

  • Standard Rate - Default percentage for all bookings
  • VIP Rate - Higher commission for premium agents
  • Group Rate - Special rates for large groups
  • Referral Rate - Commission for customer referrals

Best Practices

Contract Creation

  1. Double-Check Dates - Ensure accuracy
  2. Verify Room Availability - Check hotel inventory
  3. Confirm Dive Capacity - Ensure boats/guides available
  4. Review Pricing - Validate all calculations

Customer Communication

  1. Send Promptly - Deliver contracts within 24 hours
  2. Follow Up - Contact customers after 3 days if not signed
  3. Answer Questions - Be responsive to inquiries
  4. Track Changes - Document all modifications

Documentation

  1. Keep Records - Save all contract versions
  2. Track Amendments - Log any changes to signed contracts
  3. Maintain Backups - Ensure data is backed up regularly
  4. Audit Trail - Keep history of all contract actions

Troubleshooting

Common Issues

  • Pricing Errors - Check hotel and package configurations
  • PDF Generation - Verify all required fields are filled
  • Email Delivery - Check customer email addresses
  • Commission Calculations - Review agent settings

Error Messages

  • "Invalid Date Range" - Check arrival/departure dates
  • "Room Not Available" - Verify hotel inventory
  • "Package Capacity Exceeded" - Check dive boat availability
  • "Commission Calculation Error" - Review agent settings